1. The Seven Most Important Non Technical SharePoint Success
Factors
Starring: Joe!
For Project Managers
For Developers
For Business Analysts
For Architects
w/ Richard Harbridge
For Administrators
@rharbridge
2. Who am I?
Richard Harbridge
3. is a Business Analyst
4. is a Project Manager
5. is a Technology Specialist
6. is a Blogger/Tweeter
7. Is an Independan
8. Loves Communities
9. Loves Technology
10. Loves Speaking
@rharbridge
Blah blahblahblahblah
11. Understanding the Non Technical
The Biggest ReasonsSharePoint Projects Fail?
Is necessary to avoid poor
Shared Understanding of Requirements/Needs
12. Knowledge around Limitations of the Software (When to use
it/When not to)
13. Estimation of Effort and Schedule Accuracy
Our Goal Today
From Here To Here
14. What we will be talking about
Understanding the Why & Making a Decision
Achieving Buy In and Setting Expectations
Determining and Supporting ROI
Implementing Successful Governance
Approaching and Supporting SharePoint
Improving User Adoption
Planning for New Work and Growth
15. Understanding the Why and Making a Decision
16. Meet Joe
Hi!
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SharePoint Saturday
17. At Joes Company
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18. Decision Makers dont have Enough Information
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19. The CFO needs to Reduce Costs
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20. IT Services Struggles to Keep Up
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21. And
People Are Having Trouble Finding What They Need
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22. So Joe has an Idea!
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23. We can solve our problems with technology!
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24. Richard Harbridge
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25. What does Joe really knowabout his Companys needs?
Decision Makers dont have Enough Information
The CFO needs to Reduce Costs
IT Services Struggles to Keep Up
People Are Having Trouble Finding What They Need
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SharePoint Saturday
26. Even if Joe understands the needs of his workplace
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27. Technology is never
the whole solution
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28. Lets say Joe does understand the needs of his
organization
Whats Next?
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29. Research
30. Joe doesnt really like research
This is boring
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31. So Joe decides
Awesome!
Not as awesome.
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32. Since Everyone in Joes Company uses Microsoft Office
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33. SharePoint is the Perfect Fit!
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34. Richard Harbridge
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35. Map the needs of the organization to the right
technology
Richard Harbridge
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36. Perform in depth product comparisons and evaluations
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37. Like this
one
Excerpt of Product Comparison written by Richard Harbridge courtesy
of Concept Interactive
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SharePoint Saturday
38. This is important as Microsoft alone has a quite a
few
Dynamics AX
39. Dynamics CRM
40. Dynamics GP
41. Dynamics NAV
42. Dynamics POS
43. Dynamics RMS
44. Dynamics SL
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45. 2007
Online
On Site
Even SharePoint has multiple options
2010
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46. Its not just a feature to feature comparison
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47. So Joe does all that good research and
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48. SharePoint is a part of his overall Enterprise Technology
Plan
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49. The Outcome
Joe has made an educated and informed decision based on the
businesses needs.
50. What to watch out for
We have to define our needs carefully if we want to pick the right
technology.
51. Achieving Buy In and Setting Expectations
52. Before we begin
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53. Lets Talk About Perceptions
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54.
55. People See Different Things
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56. Perceptions Impact Motivation
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57. Joe is on a mission.
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58. Joe has to convince IT Services, the CFO and Decision
Makers
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59. We are going to help Joe out with an exercise!
Thanks!
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60. What is the most important thing to IT Services?
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61. COST OF OWNERSHIP
62. What are some ways we can convince IT Services?
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63. Cost of Ownership (IT)
The Biggest Point to Share is:
SharePoint eventually allows Business Users to develop and
implement business solutions that use technology without ITs
involvement.
The Reality:
IT doesnt want to learn/support a new technology.
64. SharePoints integration is invaluable to IT.
65. A unified application delivery platform like SharePoint can
greatly reduce costs, time and effort for new work.
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66. What is the most important thing to the CFO?
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67. NUMBERS
68. What are some ways we can convince the CFO?
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69. Lets Talk Numbers (CFO/Finance)
The Biggest Point to Share is:
SharePoint is worth the initial investment and ongoing
costs.
The Reality:
It is a costly investment and costly on going expense.
70. Money can be invested to always generate a return.
71. You need to have measurement, account for risk, and have
some expectation of return (quantifiable) that makes it worth the
initial investment/on going costs.
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72. What is the most important thing to Decision Makers?
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73. Add Value
74. What are some ways we can convince Decision Makers?
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75. Add Value (Decision Makers)
The Biggest Point to Share is:
SharePoint improves productivity, reduces waste, and improves
visibility to help drive better decision making.
The Reality:
It takes time and investment to reach the point all managers
and executives want.
76. Productivity gain can be difficult to measure, as can
reduction in waste.
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77. Buy In and Expectations Tips
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78. Map Solutions to Objectives
Direct RelationshipIndirect Relationship
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79. Explain Information Overload
Information
Information
Information
Information
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80. Explain Scalable Architecture
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81. Whats the expectationwe have to set?
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82. It Takes Time
83. SharePoint Solutions (Evolution)
*Super Simplified
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84. The Outcome
Joe has achieved momentum and buy in.
85. What to watch out for
Joe must carefully manage expectations and maintain the
momentum.
86. Determining and Supporting ROI
87. What about this guy?
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88. How do we get here?
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89. METHODS FOR EVALUATING ROI
Return on Investment
90. Evaluating With Discounted Cash Flow
Show expected cost and return over multiple time periods.
91. Remember to discount values to account for cost of capital
impact and the fact $5 dollars today is worth less than $5 in the
future.
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92. Evaluating with Real Options Analysis
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93. Evaluating with Monte Carlo Analysis
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94. There are different ways of calculating ROI evaluate what
works best for you
This is almost as boring as research
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95. ROI Advice and Tips
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96. Excel has wonderful Formulas
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97. The Simplest ROI Formula Ever
Estimated Value
Even I can do it!
Estimated Difficulty
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98. Examples
I have a difficult requirement. Its an 8 in difficulty (out of
10).
99. I have an easy requirement. Its a 2 in difficulty (out of
10).
100. The expected value of the difficult requirement is 4 (out
of 10).
101. The expected value of the easy requirement is 6 (out of
10).
Estimated Value
Estimated Difficulty
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102. ROI (traditionally) Measures Financial Impact
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103. ROI analysis doesnt cover non-financial impact or
increased potential
STILL
IMPORTANT
Improved Relationships
Improved Know-How
Website/Intranet Visitors
Improved Morale
Improved Skills
User Complaints
Increased Connections
Positive Word of Mouth
Innovation
Click-throughs
Employment Applications
Comments
Negative Word of Mouth
Better Reputation
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104. Example of Non-Financial Measurement
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105. Public Statisticscan help
Typical workers produce 3+ GB of data per year.
106. 30% of a typical workers day is spent searching for
information.
107. In a 1,000 employee company lost productivity costs
approximately $5 million a year.
Source: The Enterprise Workplace, IDC, 2005
Source: IDC, 2003
Source: Hidden Costs of Information Work, IDC, 2006
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108. Statistics within the Organization are better.
20% of our IT Support people who travel do not have access to
our IT policies and support documents when travelling.
109. 4 out of 5 of our workers do not know that we have an
employee disaster relief fund.
110. Currently we pay for full licensing on 7 different
enterprise document management solutions.
Source: Support Review Q4, IT, 2010
Source: HR Employee Benefits Survey, HR, 2010
Source: Financial Audit of Licensing Costs, Finance, 2010
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111. Break it down.
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112. IS
Use them.
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114. Rapid Economic Justification Guide
http://www.microsoft.com/business/enterprise/value.mspx
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115. MEASURE THE RIGHT THING
116.
117. What you dont want.
Dont lose perspective.
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118. The Outcome
Joe is measuring effort effectively to improve return on
investment.
119. What to watch out for
Fear of bad estimation leading to not estimating at all. Vaguely
right is better than precisely wrong.
120. Implementing Successful Governance
121. What is Governance?
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122. GOVERNANCE IS REQUIRED
123. What does that mean?
Without effective governanceorganization, performance,
andcapability are significantly reduced.
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124. Without Governance
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125. So how do we do it?
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126. Teamwork is Key
There are typically 5 teams for SharePoint Governance:
Business Strategy Team
127. Technical Strategy Team
128. Tactical Teams:
129. Tactical Operations Team
130. Tactical Development Team
131. Tactical Support Team
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132. Identify patterns.Plan for patterns.Execute
patterns.
133. I think I see a Pattern.
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134. Executing Governance
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135. The Result:
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136. Governance Documentation
Aggregate/Reference Document(Contains all SharePoint Info
Single Point of Reference)
137. Objectives/Priorities (Tech/Business)
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138. Operations Documentation
Objectives/Priorities
139. Disaster Recovery Plan
140. Deployment Process, Policies, and Schedule
141. Monitoring Plans
142. Maintenance Plans
143. Service Level Agreements
144. Etc
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145. Support Documentation
Objectives/Priorities
146. Site Classification and Platform Classification
147. Site Provisioning Process/Questionnaire
148. User Expectations Agreement
149. Roles and Responsibilities
150. Support Agreement(s)
151. Training and Communication Plans
152. Etc
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153. Development Documentation
Branding Guide
154. Workflow Policy
155. SharePoint Designer Policy
156. Development Standards
157. Testing Requirements
158. Etc
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159. IS
Use them.
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160. Governance Checklist
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161. TechNet, Community and More..
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162. With Governance
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163. The Outcome
Everyone Achieves a Shared Understanding of SharePoint Related
Processes
164. What to watch out for
Not just documents, policies, and procedures. It is an active and
ongoing process.
165. Approaching and Supporting SharePoint
166. What is the best approach for SharePoint
Implementations?
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SharePoint Saturday
167. ITERATIVE APPROACH
168. Why Iterative?
SharePoint is a very large platform.
169. It takes time to understand SharePoint.
170. SharePoint is great for rapid prototyping, and for proof
of concept work.
171. It ensures there is enough time to review, adjust, and
communicate.
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172. CommunicationPlanning
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173. TheCommunicationPlan
Will act as a binding agreement (forces you to carry
through).
174. Helps keep communication focused.
175. Helps prevent unwanted surprises.
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176. CommunicationTips
Use pictures and more pictures.
177. Explain as much as you can (Pros/Cons).
178. Solidifies decisions and allows them to explain to anyone
who asks.
179. Ask every question three times in three different
ways.
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180. SupportPlanning
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181. Dont forget you arent superman.
(Sorry Joe)
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182. Multiple Tiers for Escalation
(You cant know everything)
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183. Measure Support
Learn and use data to be proactive.
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184. Diversify Support
resources/mediums
Books and Manuals
185. Online
186. MSDN
187. TechNet
188. Blogs
189. Cheat Sheets
190. One on One
191. Classroom Training
192. Forums
193. Help
194. Etc
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195. Useful, digestible trainingsessions (less than an
hour)
Workshops > Presentations
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196. Avoid too much too fast.Keep it simple.
Its like learning to drive.
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197. IS
Use them.
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198. Productivity Hub
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199. Stand Alone/Portal Edition Training
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200. SharePoint Learning Kit
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201. Support Tip
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202. RESPOND
You never want to give the IT busy signal, or support busy
signal.
203. The Outcome
SharePoint is supported effectively.
204. What to watch out for
The training and support can be costly in time and
resources.
205. Improved User Adoption
206. User Adoption
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207. How do we get successful User Adoption?
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208. USERS MUST UNDERSTAND THE VALUE
209. Successful User Adoption Requires
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210. User Adoption Advice and Tips
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211. Do a video like this one
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212. High Availability, Mobility and Accessibility also lead to
better User Adoption!
SharePoint Workspace/Groove, Outlook Integration (Offlining),
Mobile and More
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213. Cultivate and promote the
right culture.
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214. Create an Identity and Brand
Branding should make it easier, and more effective.
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215. Focus on those on board/ready.
People who already want it.
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216. Make it Fun!
Hold Contests, Scavanger Hunts and Other Activities
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217. Use what they love.
If they love using outlook focus on using that as a leveraging
point.
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218. Say Thank You
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219. Its okay to be proud.
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220. Richard Harbridge
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221. Reward super users with achievements.
Then promote the desire to get rewards.
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222. Create a SharePoint Showcase
Good Idea!
Where users submit and show off
their SharePoint Solutions
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223. Make it easier to work with
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224. IS
Use them.
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225. What used to be GearUp
http://sharepoint.microsoft.com/rampup/sharepoint/pages/evaluate.aspx
TheKit is !
Buzz
Sweet
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226. Walk your own talk.
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227. The Outcome
SharePoint is successfully adopted by a large enough group of users
to be deemed successful.
228. What to watch out for
The build it they will come approach will not work
alone.
229. Planning for New Work and Growth
230. What about New Work & Growth?
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231. Spend time in advance building a channel for new
work.
Avoid the flood.
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232. Know your limits
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233. Growyour team
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234. Knowyour team
Developers(s)
235. Administrators(s)
236. Architect(s)
237. Business Analyst(s)
238. Project Manager(s)
239. Site Administrator(s)
240. Super Users(s)
241. Trainer(s)
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242. Cultivatenew work! Its a good thing.
This boosts user adoption! (More functionality and dependency over
time)
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243. The Outcome
The SharePoint Implementation continues to grow, expand and provide
more value.
244. What to watch out for
You need to plan support for new work/requests otherwise people
will lose confidence.
245. Recap: Non Technical Issues
Often are the Big Reasons Projects Fail
Shared Understanding of Requirements/Needs
246. Knowing the Limitations of the Software (When to use
it/When not to)
247. Estimating Effort and Schedule Accuracy
So being successful requires
Understanding the non techincalas well as the technical.
248. Success Factors
Understanding the Why & Making a Decision
Achieving Buy In and Setting Expectations
Determining and Supporting ROI
Implementing Successful Governance
Approaching and Supporting SharePoint
Improving User Adoption
Planning for New Work and Growth
Understand Business Needs and Map to Them
Share Alignment, Vision and Expectations
Use Measurements to Improve and Return More
Use Team Work And Execute With Patterns
Be Iterative, Leverage Everyone, and Respond
Share the Value and Successes
Manage your Capability and Priorities
249. Thank You Organizers, Sponsors andYoufor Making this
Possible.
Questions? Ideas? Feedback? Contact me: